About the client:
The non-profit, non-medical company has been in Canada for more than 30 years, with the mission of ensuring people facing all cancers are empowered through knowledge, support, and confidence. The Canadian programming, in over 100 hospitals and cancer centres across Canada and online, provides tools and techniques on skin care, loss of brows and lashes, navigating hair alternatives, cosmetic hygiene, and overall wellness.
Overview of Role:
The Program & Operations Coordinator is responsible for various duties in support of the delivery of the organization program, as well as the professional support to the Executive team. The successful candidate will thrive in a fast-paced, professional environment while taking charge of all office scheduling, communications and administration.
The Program and Operations Coordinator will report directly to the Manager, Donor Relations & Operations while also working closely with the leadership team on specific projects. The Coordinator is a strong team player, supporting all functions of the organization.
Core Deliverables:
Program Support (60%)
· Implementing the operational requirements for the program including coordinating deliveries, warehousing, packing and shipping
· Assist with the procurement process for our kit and supply packs
· Provide support associated with the delivery of kits for in-person and online workshops
· Responsible for inventory tracking of program and marketing material and supplies
· Liaise with the warehouse to ensure receipt of product as per donor commitments, communicate shipping information and provide packing slips from the warehouse to the finance department.
· Interface with Program and Operational teams, to monitor feedback and comments on workshop product kits.
· Provide backup to the 1-800 line, responding to inquiries from participants and the general public, in both English and French
· Provide support on using Zoom for the online workshop participants
· Assist in the management of the volunteer milestone recognition program
· Assist in the delivery of site and volunteer gifting
· Working with the program team, ensure the database is kept up-to-date including contact and shipping information
· Assist with the development and delivery of new initiatives and undertake special projects as required
· Provide support to the program team as directed
Executive & Office Support (40%)
· Ensure administrative and office management support is provided to all members of the executive team, as required.
· Prepare travel schedules, book travel arrangements, and make reservations for the executive team.
· Manage the logistics of office activities including executive and team meetings, special projects, and on-site events.
· Receive visitors for the executive team, presenting a positive and professional image of the organization
· Order and maintain office supplies and coordinate office activities, troubleshooting and/or escalating any office administration issues.
· Receive and distribute incoming mail.
· Data entry for the executive team
· Support the scheduling,
· coordination and logistics of meetings for the Board of Directors, and Sub-Committees Other duties shall be assigned as required.
QUALIFICATIONS & COMPETENCIES
Post-secondary diploma in Business Administration, or relevant discipline, is required.
A secondary School Diploma is required.
3-5 years experience in an Administrative/Executive assistant role preferred.
Strong knowledge of office procedures and practices.
Knowledge of delivery logistics
Understanding of databases (Salesforce/RE NXT)
Detail-oriented, proactive person, effective in prioritizing tasks
Experience working in teams, with volunteers and with diverse communities
High level of accountability to goals, teamwork and following best practices
Ability to anticipate and plan, problem solve and exercise sound judgement
High degree of confidentiality
Strongly proficient with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
Resourceful and flexible.
Ability to speak/write French
Manage physical labour (15-30lbs)
Proven organizational and time management skills
Considerations to note:
Valid Class G driver’s license and access to an insured vehicle with the ability to travel within the local region;
Ability to work nights/weekends as required for donor activities or events
This is an in-person role at the Office at Yonge Street and Eglinton Avenue East